AIIM White Papers

Extending our reach to capture physical information beyond paper, are mobile devices fully equipped with cameras capable of single shot photography, video with audio, and yes, even capturing paper when applicable – and, of course, capturing signatures. We can capture anything from anywhere at anytime, and upload it to applications that are managed in-house or in the cloud.

In this paper, we present the use of capture and workflow functionality in support of collaboration, process management, and information governance leveraging capture capabilities at the leading edge of a process.

The failure of traditional end-point security to protect valuable documents and content is well known. But suppose that instead of building protective walls around places where sensitive documents are held, we embed security into the document itself? Suppose the document knows who is allowed to read it, print it, copy it and share it? Suppose we could track where the document is being opened, respond individually to requests to open it, and revoke rights at any time in the future?.

In this report, we look at information rights management (IRM) and how it works to protect content in motion and as well as at rest.

Managing and monitoring document-centric business processes presents a unique challenge. At different stages in the lifecycle of the business process, the supporting documents are under the control of different technologies, at various stages of completion, and have probably been managed by numerous staff. As a result, there is no central point of control that can be used to understand the overall progress of the business process or the current state of the supporting documents.

In this report we look at potential benefits of Document Process Intelligence - the ability to monitor document-centric business processes even when no BPM is available - the issues users consider a priority, and the benefits they have achieved. The report provides recommendations on how to evaluate and proceed in evaluating and selecting document process intelligence solutions.

When it comes to choosing a new or consolidated ECM system, there are many factors to consider, but how well it integrates with the core business ERP suite is a vital element. Seamless access between ERP and ECM will ensure that IG policies are applied consistently across the organization, and offer efficient, organized access to the full scope of data that drives the business forward.

In this report, we will look at the issues that arise from uncoupled or loosely coupled ECM and ERP systems, the potential benefits of closely coupled systems, and the factors to take into account when considering content integration between core business systems, and across the enterprise

Today’s customers, especially those categorized as millennial, are on the move with expectations that all financial transactions be conducted anytime, from any location, using any device. Financial institutions must rise to meet these client demands. In other words, mobility is a must, flexibility to meet client demands is required, and the ability to work remotely, as if being in an office environment, is compulsory.

There is no time for delay due to operational inefficiencies and disruptions. Employees should be able to comfortably focus on their institution’s core competencies, perform collaborative interactions with both internal parties in all departments and external parties like partners, suppliers, and customers. Ideally, this would be done using a simple interface and without having to worry about the underlying infrastructure - all the while, maintaining regulatory compliance. This is an opportunity to outsource ECM.

Content curation can be carried out by a curator or by multiple curators in the case of large collections, in either manual or automated processes. In both cases, the difference today is in the advancements in how the collection method itself is done – automated rather than manual, and in the form these collections take – digital rather than physical.

In this report, we look at how applying the lens of curation to information can provide tremendous value in a number of use cases.

These days almost all documents, drawings and case files are created digitally, but we still live in a mixed world of paper and digital, particularly where records are kept for a long time – often because the building, plant, patient or client has a lifetime over many decades. But do they still need to be stored on paper?

Converting paper-based archives to digital, hosted on a cloud server, managed by a specialist services provider, and available to whoever has the right to see them, can provide the long-term solution for architects, constructors, facilities managers, building owners and plant operators.

Setting up a simple-to-use yet robust and compliant ECM environment is paramount if organizations expect their employees to embrace the system and maximize the benefits that can be achieved with it. User adoption is essential to ensure business needs are met, compliance is maintained, and information management practices are carried out consistently across the department and enterprise.

Deadlines are looming for all U.S. Federal Agencies to implement and demonstrate their compliance with the 2012 Directive (M-12-18) from OMB/NARA, mandating electronic record keeping by 2019. As concluded by NARA, “Even with the use of records management applications which can automate or centralize most records management tasks, the tasks of capture and categorization often remain the responsibility of the end user.

This is where the greatest benefits are gained through automating capture early on in the process, using categorization/classification technology to properly store the records, and apply the appropriate metadata.